Development and Marketing Administrative Assistant

General Description:  

Assists both Marketing and Development Directors in planning and implementing the goals of their respective departments, including special events, campaigns and events. Oversees Development, Marketing and EPP administration mailings, printing, correspondence, and other administrative tasks.  Manages necessary files and records vital to Development, Marketing, and EPP Administration.  Acts as administrative point of contact for Development, Marketing and the EPP Administrator.

Essential Job Functions:

1.            Receive inquiries and release information in accordance with established policies and procedures.

2.            Maintain confidentiality of personal data, especially as they pertain to Development prospects, residents and donors, to assure protection of personal information.

3.            Data entry and update of donor information (names, addresses, telephone numbers, gifts, etc.) needed by the Development Department and export/extract custom data reports as needed.

4.            Furnish accounting department with incoming contributions so they may be deposited and recorded for general ledger entry.

5.            Assist in preparation of reports for Administrator of Independent Living, Marketing and Development Departments such as, but not limited to, Disclosure Statements, Annual Reports, and Resident Handbooks.

6.            Keep Development Director, Marketing Director and Administrator of Independent Living informed of all deadlines.

7.            Maintain records for leads, advertising data base responses.
 

8.            Prepare correspondence (emails, letters and memos) as requested by Directors of Marketing and Development, as well as from the EPP Administrator to EPP residents/future residents and donors.

9.            Prepare large mailings and provide mailing lists for large scale mailings.  

10.        Prepare letters, labels, etc. for small mailings for Development, Marketing and EPP Administration. 

11.        Assist Administrator and Sales Team in setting up and organizing marketing functions and receptions, and other administrative duties.

12.        Prepare Marketing information packets, new EPP Resident Move-In packets, as well as posters and signs as needed for development and marketing functions.

13.        Create event programs, flyers, invitations, emails and letters as needed. 

14.        Maintain Marketing files of clients, advertising, etc.

15.        Track and maintain inventory of supplies, collateral for Marketing (e.g., floor plans, incentives, pens), as well as Development and EPP Administration.  Order/re-order supplies, print letters, and assemble materials for packets as needed.

16.        Assure that the office environment remains neat and clean, and that office equipment is properly protected at end of workday.

17.        Handle and distribute incoming/outgoing office mail for Marketing, Development and EPP Administration.